Purchase Order Software for Exporters
Create, track, and manage purchase orders to your vendors. Link procurement directly to your export orders for true profitability tracking.
For an export house, purchasing is as important as selling. Fabric, yarn, components, packaging, job-work and third-party services all have to be bought on time and at the right price for the shipment to leave on the date the buyer was promised — and every one of those purchases decides whether the order makes money. Purchase order software for exporters brings that procurement out of WhatsApp and Word into a structured, trackable record that is linked to the export order it serves.
ExportCRM's Purchase module does exactly that. Purchase orders are raised to vendors per export order and per item, overheads such as sampling, transport, job-work (majoori) and CHA charges are recorded against the same order, and the result feeds the per-order profitability report. The vendor master, daily expenses and general income modules sit alongside it, so the cost side of the business is as organised as the sales side.
The problem
The chaos of manual procurement
Untracked expenses
When POs are made in Word, it's impossible to track total procurement costs accurately.
Vendor confusion
Sending orders over WhatsApp leads to wrong items or quantities being delivered.
Blind profitability
If purchases aren't linked to export orders, you don't know your true margin.
Missing approvals
Manual POs bypass management approval, leading to unauthorized spending.
The solution
Procurement built into your CRM
Purchase orders per export order and item
Raise a PO to a vendor for the items an export order needs, with line items, quantities and costs tied to that order.
Vendor master
A supplier directory organised by category, with contact, GST and bank details, full procurement history and instant search.
Overheads against the order
Record sampling, transport, job-work (majoori) and CHA charges on the order so they count in its margin.
Daily expenses with approval
Log day-to-day expenses by category with an approval flow, monthly summaries and Excel export for your accountant.
Excel export
Purchase orders, costs and expenses export to Excel for accounts, Tally posting or vendor reconciliation.
Per-order profit
Revenue less goods, overheads and expenses, plus incentives, on the order profitability report.
How it works
Streamline your purchasing
Select a vendor
Choose a supplier from the vendor master — or add one with GST and bank details in a minute.
Raise the PO against the order
Add items, quantities and prices, and link the PO to the export order it supports.
Record receipt, costs and payment
Mark items received, add overheads as they land, and log payments so the order's cost is complete.
Why purchase orders belong on the export order
You cannot know your true profit margin if your sales are in a CRM and your purchases are in a binder. ExportCRM links every purchase order directly to the export order it supports, so when you open an order you see the revenue and, against it, the exact cost of goods, transport and overheads. That is what makes per-order profitability a report rather than a quarterly reconstruction.
It also changes how procurement is managed. A PO raised against an order has a delivery date that the order's production pipeline depends on; if the fabric PO is late, the stitching stage is late, and the dispatch date moves. Seeing purchases in the context of the order they feed is how a production manager spots that a week before the buyer does.
What goes wrong when POs live in WhatsApp
The failure modes are familiar to every export house. A quantity is agreed in a voice note and the vendor delivers a different one. A price is agreed for one order and applied, unnoticed, to the next three. A PO is raised in Word, the file is on one laptop, and when the vendor's invoice arrives nobody can find what was agreed. Job-work and transport bills are paid from cash and never attached to an order, so the order looks profitable and the month does not. Purchase decisions bypass approval because there is no step at which approval could happen.
A structured PO fixes each of these by making the agreement a record: vendor, items, quantities, prices, delivery date and the export order it belongs to, with a history of who raised it and when it was received and paid. The vendor master keeps GST and bank details in one place, so the accounts team is not chasing them at payment time, and the procurement history on each vendor shows the last price paid before the next PO is raised.
Purchase, overheads and the profit report
ExportCRM's order profitability report takes each order's invoice value, subtracts the goods cost from linked purchase orders, subtracts the overheads recorded on the order — sampling, inland transport, job-work, CHA and port charges, bank charges — and adds the government incentives (RoDTEP, RoSCTL, drawback) tracked as receivables on the same order. The monthly profit report then nets the daily expenses and general income that do not belong to any single order. The point is that the number is assembled from records that already exist, not from a spreadsheet someone builds at month end.
For exporters who quote on thin margins, the same data improves the next quote. The export costing calculator builds a price from ex-works cost and origin charges; the purchase history in ExportCRM tells you what those charges actually were last time. If you run Tally for accounts, purchase and expense data exports to Excel for posting — see Tally with export software for how the two systems divide the work.
Frequently asked questions
Does ExportCRM handle purchase orders?
Yes. ExportCRM includes purchase order and vendor management. Purchase orders are raised to vendors per export order and item, overheads are recorded against the order, and both feed the per-order profitability report.
Can I link a purchase order to a specific export order?
Yes — that is the design. Each PO is raised against the export order it supports, so the order's cost of goods and overheads are visible on the order itself and in the profitability report.
Does it track job-work, transport and CHA costs?
Yes. Overheads such as sampling, inland transport, job-work (majoori) and CHA charges are recorded on the order alongside purchase orders, so they count in the order's margin rather than disappearing into cash expenses.
Can purchase data go to Tally?
Purchase orders, costs and expenses export to Excel for posting into Tally or any accounting package, and a direct Tally integration can be built as part of ExportCRM's customisation.
Is there an approval flow for expenses?
Daily expenses are logged by category with an approval flow and monthly summaries. Approval steps on purchase orders can be configured to your process.
Take control of your procurement
Book a demo and see how ExportCRM links your purchases to your export sales.